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Cost of Quality for Lab Leaders:
How to Recognize and
Eliminate Sources of Recurring
Bad Quality in Your Lab
Lucia M. Berte
www.LaboratoriesMadeBetter.com
2
Schiffauerova A, Thompson T. A review of research on cost of quality models and best practices.
International Journal of Quality and Reliability Management, Vol.23, No.4, 647-669, 2006.
3
Schiffauerova A, Thompson T. A review of research on cost of quality models and best practices.
International Journal of Quality and Reliability Management, Vol.23, No.4, 2006.
Fact:
5
“It’s cheaper to do the
job right the first time
than to recover from an error.”
Philip Crosby
A lab that didn’t “get it”…
6
Baltimore Sun, August 13, 2004
Lab workers warned Md. General 2 years ago
Laboratory workers at Maryland General Hospital
warned top hospital administrators and state officials
in writing nearly two years ago of serious and long-standing
testing problems that put patients and employees at risk.
7
Example: Recollected samples
Paid the direct cost for the rejected
sample
Labor
Supplies (collection, computer)
Lost the margin from the first collection
Paid direct cost for the second sample
Need direct cost for the next sample
10
Prevention Costs
Quality planning
Supplier capability
Process capability
Preventive
maintenance
Quality improvement
Meetings
Projects
Education
Training
Work process
training
11
Appraisal Costs
Inspections
Incoming
In-process
Final
Internal Auditing
Sample tracing
Record tracing
Competence assessment
Equipment calibration
Quality Control
Proficiency testing
Outside accreditations
Method comparison
testing
13
Internal Failure Costs
(before delivery)
Path of workflow
errors and problems
Rework
Reinspection
Retesting
Repair
Expired reagents
Nonconforming
material review
Downgrading
14
External failure costs
(after customer receipt)
Customer complaints
Misdiagnoses
Report recalls
Lawsuits
16
Cost of Poor Quality
Sigma
Level
Yield DPM COPQ
1 31% 690,000 Not competitive
2 69.1% 308,537 Not competitive
3 93.3% 66,807 24% to 40% of revenue
4 99.4% 6,210 15% to 25% of revenue
5 99.98% 233 5% to 15% of revenue
6 99.9997% 3.4 <1% of revenue
17
Comparative Cost of Quality
Prevention Appraisal Failure
$ 1
Defect
prevention
efforts
$ 10
Inspection and
testing to catch
and correct
defects
$ 100
Customer finds
defects or is
dissatisfied with
services
18
Failure cost as a function of detection point in laboratory processes
Failure cost $$$
Preanalytic
Practitioner action
Litigation loss
Analytic
Prevention
Post review
Result release
Correction before action
Laboratory Processes
Failure cost $
Failure cost $$$$$
Appraisal
Adapted from: Campanella J, ed. Principles of Quality Costs, ASQ Press, 1999.
19
Co
st
0 Quality of conformance 100
The Cost of Quality
Adapted from Campanella J, ed. Principles of Quality Costs, ASQ Press, 1999.
Failure cost
QMS
cost
Total quality cost
You are here
You want to be here
Data from Industry
Industry COQ Basis Outcomes
Telecomm 23% 17% TOC Productivity 26%
Coatings 4.1% 2.5% Sales ROI = 1 year
Electronics 35% 8% TOC Productivity 25%
AC / Refrig 13.5 3.7% Sales Factory failures 96%
Software 65% 15% Project Rework 40% 6%
Payoff = 7.5x
Productivity 170%
20
Schiffauerova A, Thompson T. A review of research on cost of quality models and best practices.
International Journal of Quality and Reliability Management, Vol.23, No.4, 2006.
One Hospital System’s
Experience 1.
2 JC/CAP NPSG related to patient ID
Goal of 50% reduction of specimen labeling errors
over 18 months, through… education
data collection and analysis
interhospital collaboration
[Every mislabeled sample needed recollection –
hence, failure cost incurred]
21
Reducing errors in blood specimen labeling: A multihospital initiative. Pennsylvania Patient Safety Advisory, 2011 Jun; 8{2}:47-52.
One Hospital System’s
Experience 2.
Baseline rate = 0.1 to 4.1 errors per 1000 OFE
With1.3 million OFE, a range of 130 – 5330 errors
Applying slide 7 formula:
at $15.00/hr direct phlebotomy labor cost. and rate
of 5 phlebotomies per hour = $3 per phlebotomy
at direct supplies of about $10 per 1-tube collection
assuming a margin of $1
Failure costs of $14 + $13 + $13 = $40 each
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One Hospital System’s
Experience 3.
@ $40 failure cost per error = $5200 - $213,200
A 37% statistically significant decrease in errors
in the collaborative over the 18 month period
Post intervention error rate of 0.0 to 1.3 errors
Failure cost reduced to $0 for one hospital!
23
24
Total Costs
Actual Cost
Real cost
of production
Cost of
failure
Margin
or profit
Waste Potential savings
or profit
Charge
26
Determining Failure Costs
Use quality indicators
Total the failure cost elements
direct variable costs for the failure
direct variable costs for the replacement
revenue margin foregone for the failure
direct variable costs used for the next sample
Prepare failure cost reports
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Laboratory Path of Workflow
Failure Costs 1.
Preanalytic
Wrong orders
Wrong order entry
Unacceptable samples
Recollected samples
Accessioning and
processing errors
Analytic
Repeated tests
Incomplete test runs
(instrument issue)
Invalid test runs
(calibrator or control
failures)
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Laboratory Path of Workflow
Failure Costs 2.
Postanalytic
Result recalls
Reprinted reports
Redelivered reports
Remedial action on occurrences
Complaint resolution
Lawsuits
Management Infrastructure
Failure Costs
Forgone revenue from
lost customers
Lab safety accidents
Staff turnover and
replacement
Expired reagents and
supplies
Overstock
Equipment downtime
LIS downtime
TAT outliers
Resolving document
problems
Confidentiality violations
Resolving system
interface issues
Recurring NCE
“corrective actions”
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Sample Cost Structure
for one failure
$$ amount Initial Repeat Opportunity
Margin (profit) lost X
Expected return lost X
Administration costs X
Fixed / miscell. cost X
Indirect labor cost X
Indirect materials cost X
Direct labor cost X X X
Direct materials cost X X X
30
Hidden Quality Costs
31 Fig. 13-3 with permission, from Harmening’s Laboratory Management Principles and Processes, 3rd ed., 2012.
32
Quality-Based Costing Identifies
Non-value-added activities to be eliminated
Waste caused by poor quality
Areas where financial performance can be improved
Cost justification for needed corrective actions
Ways to Eliminate Failure Costs 1.
Streamline processes
Process analysis and flowcharting
Six Sigma defect reduction, Lean, and 5S
Automation, where possible
Apply prevention
Design Failure Modes and Effects Analysis
Process validation – not only test methods!
34
�Ways to Eliminate Failure Costs 2.
Reduce turnover
Training programs for all staff
Effective training
Competence assessment
Develop and use effective documents
Process-based
flowcharts
work instructions and job aids
35
36
“For organizations that do not have a formal effort
to reduce chronic and sporadic problems,
operations managers often spend 30% of their time
on troubleshooting.
For the supervisors reporting to these managers,
the time consumed frequently exceeds 60%.”
Joseph Juran
Take Home Message #1
38
For each failure
there is a root cause.
Causes are preventable.
Prevention is always cheaper.
Take Home Messages 2-
8
Know the 4 types of quality costs – P, A, IF, EF
Identify P and A costs on your lab’s budget.
Calculate IF and EF costs and prepare reports
Invest in P and A to IF + EF
Further investment in P (ie, CI) further A!
The language of the C-Suite is $$$$$$$
Talk their language to get attention!
No laboratory COQ model and software exists!
39
Additional Resources
Elbireer A, Gable AR,
Jackson JB. Cost of quality
at a clinical laboratory in a
resource-limited country.
LabMed:41(7)429-433,
2010.
Berte LM. The Cost of
Quality. In: Harmening DM.
Laboratory Management
Principles and Processes,
3rd ed. St. Pete, FL, DH
Publishing and Consulting,
Inc. 2012
Wood DC. The Executive
Guide to Understanding and
Implementing Quality Cost
Programs. Milw, WI: ASQ
Quality Press, 2007.
Campanella J, ed. Principles
of Quality Costs, 3rd ed.
Milw, WI: ASQ Quality
Press, 1999.
40